Changing Username from Email Address to Employee Number (unique identifier)
When we launched Docebo, we had configured the user accounts to reflect our email address as username. Recently, we discovered that when an employee’s domain changes on their email, Docebo recognizes the new domain as a new user. Since the email is not a true unique identifier of the employee, this was causing duplicates in our system whenever a user would switch companies in our organization. We also realized that whenever a user had a name change, their email address would also change which would also cause the system to create a new user. To correct this, we performed the following steps:
Recommendation: use your Sandbox environment for testing.
- Exported our users from Docebo. Gear icon > Users > Select All > Actions > Export
- On the flat file, added a column in front of column A. Named this column new username.
- In the new username column, inserted the employee number for each employee. (Tip: if you have an HRIS file in your automation, use this file to capture the employee number).
- Saved the file as a csv-UTF8 file.
- Imported the file in the Users menu. Gear icon > Users > Import and Manage > Manage Users via csv.
- Configured the column titles as they are on the file being uploaded. (Tip: if you are updating existing users, make sure to select Update Information for existing users).
- Select Import.
Discovery:
- Found that I was able to change username field for all employees in our LMS.
- No duplicate accounts were created.
- Course status was not affected.
- Users with duplicate accounts prior to the username change must be merged and deleted.
- Power User Profile Assignments were not impacted.
- Automation file does not need to contain the New Username column moving forward.
